The Email Message system built into BookingLive allows you to automatically send confirmation messages, reminder messages and other messages to your customers via Email. These can be set up to send automatically via usage of the Timeline.
Default Messages
Follow these steps to view default messages
- Settings > Notifications > System Messages
| Message name | Description | Default Recipient |
|---|---|---|
| Feedback Request Email | The message sent after and event to request feedback (requires use of the Timeline and Feedback) | Purchaser |
| Cancellation Email | Sent to the recipient(s) upon cancellation of an order | Purchaser |
| Confirmation Email | Sent to the recipient(s) upon completion of an order | Purchaser |
| Confirmation Participant Email | Sent to the recipient(s) upon completion of an order | Participant(s) |
| Amendment Email | Sent to the recipient(s) upon amendment of an order | Purchaser |
| Reset Password | Sent to the recipient(s) upon request of a change of password | User |
| New Account Email | Sent to the recipient(s) upon creation of an account | User |
| Full Payment Confirmation Email | Sent to the recipient(s) upon full payment of an order | Purchaser |
| Waiting List Confirmation Email | Sent to the recipient(s) upon completion of a Waiting List Order | Purchaser |
| Card About To Expire Email | Not actively used | N/A |
| Invoice Email | Not actively used | N/A |
If you have created additional messages (see below for details), then you can select which message is used through the use of the Dropdown field for each system message.
Editing and creating Email Messages
To edit or create a new Email Message, you need to go to:
- Settings > Notifications > Custom Messages
Here, you can see the list of all existing Email Messages
- To edit an existing Email Message, click on the Edit link to the right of the message.
- To create a new Email Message, click on the (Select type to create) menu to the top-left of the table. Select the relevant type of Email Message (Message General is the most common), and then select Add button.
Email Message Settings
This screen shows the settings that are available for editing or creating an Email Message. The above example displays the Default Confirmation message.
| Setting | Description |
|---|---|
| "Main" Tab | |
| Name | The internal name of this Email Message |
| Email From | The From address to be used by this Email Message |
| Subject | The Email Message subject line |
| Message Style | Used to style the Email Message to match site branding (see Message Styling for details) |
| Message Recipients | Who will receive this Email Message |
| Message Contents | The content blocks of the Email Message |
| "Message Attachments" Tab | |
| Message Attachments | Used to link files to an e-mail, see below for details. |
| "Message Test Settings" Tab | |
| Message Test Settings | Used to test the output of an Email, see below for details. |
Message Recipients
When you create an Email Message, you can select the Recipients. You can choose from:
- Current Member (the person who is logged in)
- Location Recipient (the e-mail address defined for the Location of the Events in the Order)
- Member Recipient (choose from a User within the system)
- Named Recipient (used to define your own e-mail recipients)
- Participant Recipients (the Participants of this Order)
- Purchaser Recipients (the Purchaser of this Order)
When you include a new Recipient, you can define if they will be in the To, Cc or Bcc lines of the Email.
Message Contents
To add in a new Content Block for the Email Message, you need to select the relevant content item from the dropdown list (Select type to create)and then click on the Add button.
| Content type | Description | Default Example |
|---|---|---|
| General Content | The internal name of this Content Block | |
| Feedback Request | The text to be included in this Content Block | NO IMAGE |
| Invoice | Details of the Order Invoice | NO IMAGE |
| Order Item Summary | A summary of the Order Items |  |
| Order Summary | A summary of the Order, stating Booking Ref, Date, Status, etc |  |
| Order Total | The total of the Order and any transactions |  |
| Participant Summary | Details of the Participant, based on the Booking Form fields |  |
| Email Custom Content | Additional content based on the Email tabs of Locations and Products | |
| Purchaser Attachments | A link to any applicable attachments |  |
| Purchaser Summary | Details of the Purchaser, based on the Booking Form fields |  |
| Set Invoice Link | A Link to the Order Invoice. | NO IMAGE |
| Transaction Summary | Plain Text description of any Transactions recorded against this order |  |
| Waiting List Confirmation | Confirmation details regarding the Waiting List | NO IMAGE |
With most of the Content Blocks, after you click Add, you will then need to click Save and Close to add it to the Email Message.
You can re-order any of the Content Blocks by clicking and Dragging the icon to the left of the Content Block.
Edit Message Content Block
To edit the Message Contents, you will need to click on the Edit icon to the right of the Content Block. Note: Some content blocks cannot be edited, except for Message Rules.
| Setting | Description |
|---|---|
| Name | The internal name of this Content Block |
| Content HTML | A Rich Text Editor to allow you to create formatted content. |
| Content TEXT | A Plain Text section to display when the user is unable to view the HTML Content |
| Message Rules | See below for more details |
Message Rules
It is possible to set validation rules for when this particular Content Block will be included in the Email Message. These rules can be added by going to the Message Rules section of the Content Block, selecting the relevant content item from the dropdown list (Select type to create) and then click on the Add button.
| Setting | Description |
|---|---|
| Has Balance To Pay | Content Block included if there is an Outstanding Balance against the Order |
| Full Balance Paid | Content Block included if there is no Outstanding Balance against the Order |
| Incomplete Participant Information | Content Block included if there are incomplete (Optional) fields in the Booking Form |
| No Refund | Content Block included if |
| Only New Purchaser | Content Block included if the Purchaser currently does not have an Account on the system |
| Partial Paid | Content Block included if the Order was partially Paid |
| Provisional Order | Content Block included if this is a Provisional Order |
| Recipient Has No Password | Content Block included if the recipient has no Password set on their Account |
Message Test Settings
It is possible to be able to test what your emails would look like after you have made some changes. You will just need to have an Order Reference from an existing Order within the system or use a member email in which an Order has been placed against.
To add a message test setting. Go to the "Message Test Settings" Tab and press "Add Message Test Setting".
| Setting | Description |
| Name | This is just for reference for when you view this test another time. |
| Type | This will be dependent on if you have chosen to use an Order Reference or Member. |
| Order Reference | Enter in the Order Reference from the Order. |
| Member Email | Enter in the Email Address used for the Order. |
Once you have done the above and pressed "Save" on your Message Test Setting. You will then see 2 links appear.
- Preview HTML - this will show you the look and content of the Order specified.
- Preview Text - this will just be plain text of the Order specified.
Please note that this is only a test and some information (like Merge Tags) may not always pull through as it would within your mail box.
Email Merge Tags
The following merge tags can be used within an Email Message:
| Merge Tag | Description |
|---|---|
| {AdminEmail} | The admin email address (as set in General Settings) |
| {CompanyName} | The name of your company (as set in General Settings) |
| {Custom:[FIELDNAME]} | Include information from any custom booking form fields. |
| {FirstName} | The first name of the recipient |
| {Locations} | A comma separated list of the Locations involved in this order |
| {OrderReference} | The order reference number |
| {ParticipantFirstName} | The first name of the participant |
| {ParticipantSocialTitle} | The title of the participant |
| {ParticipantSurname} | The surname of the participant |
| {PasswordLinkBlock} | A link to set the MyAccount password, if not already set. |
| {ProductName} | A comma separated list of the Products involved in this order |
| {PurchaserFirstName} | The first name of the purchaser |
| {PurchaserSurname} | The surname of the purchaser |
| {Resources} | A comma separated list of the Resources involved in this order |
| {iCalFeedLink} | A link for the recipient to add this event to their calendar |
| {EventDate} | The first event date |
| {EventTime} | The first event time |
| {EventDay} | The day of the week of the first event |